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Expenses

Menu Expenses (`/expenses`). Track Petrol, Rent, Salary and other operating costs with table or card views — category, supplier, currency, cash/bank, place of supply, Paid/UnPaid, and line items. Use Expenses for business costs that are not stock purchases (those belong on Purchase Invoice).

Payment

Paid vs UnPaid

Mark an expense Paid when cash or bank already settled it, or UnPaid when the bill is still due — then choose the Cash/Bank account so ledgers and payment flows stay consistent.

Paid vs UnPaid

  • Paid — money has left (or leaves on save) via the selected Cash or Bank account
  • UnPaid — expense is recorded as payable; settle later by updating payment status / posting payment against it
  • Pick the correct Cash/Bank account on create or when marking Paid so account history matches the expense
  • List filters for Paid / UnPaid help you see what is still due
  • Unlike Purchase Invoice open-balance + Payment Out, expenses use this Paid/UnPaid model on the expense itself

Product screenshot coming soon

Always pair Paid with the real account that funded the cost — wrong account makes Cash/Bank reconciliation painful.

Payment flows to know

C

Cash

Petty cash payout — see Cash Payment / history.

B

Bank

NEFT/RTGS/IMPS style payout — see Bank Payment.

P

Payment Out

Supplier stock bills use Payment Out — not Expenses.

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Totals

Grand / payable total on the expense updates list Paid vs UnPaid instantly.

Record a paid expense

  1. 1Create (or edit) the expense with correct lines and totals
  2. 2Set status to Paid
  3. 3Choose Cash or Bank account and payment date / reference
  4. 4Save — confirm the outflow on Cash/Bank Transaction Details when you reconcile

Status cheat sheet

Paid
Settled
UnPaid
Still due
Account
Cash or Bank
List filter
By status
Tip

For supplier merchandise still open on a purchase bill, settle with Payment Out against Purchase Invoice. Use Expenses Paid/UnPaid for operating costs only.

Frequently asked

Can I create UnPaid and pay later?+

Yes — save as UnPaid, then update to Paid with Cash/Bank when you settle. Filter UnPaid on the list to find what remains.

Does Paid always move Cash/Bank balance?+

When Paid is tied to a Cash/Bank account, the matching ledger should reflect the outflow. Verify on Cash or Bank history after save.

Related features

Create

Create an Expense

Create Expense captures the full cost bill — expense category, supplier, currency, cash/bank account, place of supply, Paid/UnPaid, and line items — then save as draft or finalize.

View feature
List

Expenses List

The Expenses list shows every recorded cost in table or card view — create new expenses, then view, edit, share, export summary/details, print, or delete, with search and filters to narrow the register.

View feature
Tax

Place of Supply, Tax & Charges

Place of supply, per-line tax, and optional discounts or TDS keep expense GST and net payable correct — the same money-adjustment ideas you use on purchase documents, scoped to operating costs.

View feature

Ready to try Paid vs UnPaid?

Jump into Billoxy and see it in action on your own data.

Open Expenses